Avanbox IDEA · For accounting firms

Software for accounting firms: stop chasing invoices every quarter.

If your accounting firm handles 300, 400 or 500 clients, you know the routine: every quarter you have to get all of their sales and expense invoices into the accounting system. And before you can post them, you have to get hold of them.

Emails to clients reminding them to send their invoices, invoices that arrive late and in pieces, and all the work squeezed into the few days left before taxes have to be filed. The result: huge workload peaks for your team, quarter after quarter.

Before and after Avanbox IDEA On the left, scattered invoices arriving from several phones and emails. In the center, Avanbox IDEA. On the right, a tidy tray of validated invoices, each with a checkmark. BEFORE AFTER Avanbox IDEA
The solution

Avanbox IDEA, by Documelia

Avanbox IDEA is the pack of Avanbox, Documelia's application, designed for accounting firms. It brings together three parts that work together:

Avanbox IDEA workflow Your client uploads invoices and receives documents through Nova, in both directions. Invoices go to Astra, which reads them with artificial intelligence, verifies them and reconciles the bank, and from there to your accounting software. Underneath, Core files every document in the client's file. Your client invoices documents Client portal AI reading, verification and reconciliation Your accounting software Each client's file Avanbox IDEA workflow Your client uploads invoices and receives documents through Nova, in both directions. Invoices go to Astra, which reads them with artificial intelligence, verifies them and reconciles the bank, and from there to your accounting software. Underneath, Core files every document in the client's file. Your client invoices documents Client portal AI · verification · reconciliation Your accounting software Each client's file
Nova

Nova, the portal with your clients, working both ways

Nova is the portal between your firm and your clients, and it works both ways: they send you their invoices and you send them their documents.

Your client sends you their invoices

Your client uploads their sales and expense invoices without waiting for you to ask: from a phone by taking a photo, or from a computer.

And receives what you send

Payslips, tax forms, contracts and any other document your firm sends them arrive in their portal, organized in folders.

Nova portal on mobile: a client's documents screen with their tax, accounting and payroll folders
Nova on mobile.
Nova portal on desktop: received invoices folder showing the invoice number, accounting date, issuer and total of each document
Nova on desktop: the received invoices folder.

How documents reach them

  1. You drop the documents into a folder on your desktop: for example, tax forms printed to PDF from your software, or payslips.
  2. Avanbox recognizes them using artificial intelligence and classifies them.
  3. It assigns the permissions and publishes to each client what belongs to them in their portal, with a notification.
  4. And every document is filed in the client's file, in Core.

No duplicates

If your client uploads the same file more than once, it is discarded automatically. You don't have to hunt for the repeats or delete them by hand.

Automatic invoice reading

Reading with two artificial intelligences, cross-checked

Every invoice that enters the portal is read automatically by two artificial intelligences, separately, and their results are compared with each other. Your team stops typing invoices in by hand.

An invoice is validated and posted automatically only when both conditions are met at the same time: the client or supplier is on your allowlist and the two artificial intelligences agree on the reading.

In any other case — if it is not on the allowlist, or if the readings don't match — the invoice goes to Astra and you review and validate it yourself.

Out of 7,200 invoices in very different formats, only 6 needed a manual correction of any extracted data.

Invoice reading with two artificial intelligences An invoice at the top. Two artificial intelligences, AI 1 and AI 2, read it separately and their results are compared at a comparison point. If the client or supplier is on the allowlist and the readings match, the invoice is validated automatically. In any other case, it goes to review in Astra. AI 1 AI 2 Allowlist + matching readings → validated automatically Everything else → review in Astra
Astra

Astra, the verification screen

When an invoice reaches Astra, you review it on the verification screen before posting it: the invoice on one side and the extracted data on the other. If everything is right, you validate it; if something doesn't add up, you reject it.

Allowlists save you that step for trusted clients and suppliers, but only when the two artificial intelligences also agree on the reading: in that case the invoice is validated and posted directly. If the client or supplier is on the allowlist but the readings don't match, the invoice also goes to Astra for you to review.

Avanbox Astra verification screen: on the left the list of documents pending validation, in the center the original invoice and on the right the extracted data (number, dates, amounts by VAT rate and ledger accounts) with the Validate and Reject buttons
Astra's verification screen: the original invoice and the extracted data, side by side.
Accounting

Automatic transfer to your accounting software

Validated invoices go automatically to your accounting software. Avanbox IDEA works with:

Astra

Bank reconciliation with Astra

Reconcile bank transactions with invoices without working entry by entry:

  1. You import the bank statement in Norma 43 format (the Spanish standard format for bank statements).
  2. The system suggests which invoice matches each transaction.
  3. When you need to, you group them manually.
  4. Astra generates the entries.
Bank reconciliation in Avanbox Astra: transactions from a bank statement with the suggested invoice for each one and the side panel to confirm the match
Bank reconciliation in Astra: a suggested invoice for each transaction.
Nova

Communication with your clients

  • A notes chat on every document, to clear up questions about a specific invoice right on the invoice itself.
  • Bulk messages to your clients, with confirmation of whether each client has opened and accepted them.
  • Digital signature requests for documents.
Notes chat on a document in the Nova portal: messages between the accounting firm and the client about a received invoice
Notes on a document in Nova.
Avanbox IDEA

Want to see it in action?

We'll show you Nova, Astra and Core in a demo for your accounting firm.

Request a demo → Download the brochure (PDF, Spanish)